Rockwall County clerk outlines large records funds, asks to use fees for digitization, fraud alerts and courtroom AV upgrades

Jennifer Fogg, Rockwall County clerk, reviewed several special funds that the county clerk’s office manages and described proposed uses for those funds, including continued digitization and records‑preservation work, property‑fraud and notary‑fraud alert subscriptions and courtroom audio/visual upgrades.

Special funds and balances: Fogg reported substantial balances in the county‑clerk special funds that are funded by statutory fee splits (filing, archival and records fees). She told commissioners that those funds have built up over years of fee collections linked to recorded documents and that balances are intended for archive, digitization and records‑preservation purposes under state law.

Proposed uses: Fogg asked to use records funds to pay for (a) continued digitization and reconstruction/preservation of old records, (b) software and maintenance agreements related to records and courtroom audio/video, and (c) property‑fraud and notary‑fraud alert services. She said a notary‑fraud alert product would require a one‑time implementation fee (about $30,350 in the estimate she presented) and an annual subscription (about $7,000), and that property‑fraud alert services were already in use or under consideration; she requested the ability to re‑implement a separate product where the Tyler Records module did not meet local needs for senior citizens or people who do not want to use a login/password system.

Records operations and staffing: Fogg described a records‑management plan and noted that she intends to shift many supply and maintenance costs to the records funds, reducing general‑fund pressure. She also proposed increasing part‑time records staff pay and using the special fund to cover that cost; commissioners asked whether those funds could legally be used for staff and requested statutory references and legal analysis before approving staffing shifts.

AV and courtroom systems: Fogg asked that some courtroom AV upgrades and maintenance (microphones, streaming and capture systems) be funded from records/archival funds because they relate to preserving court records and minutes. Commissioners directed coordination with the IT director and the auditor to ensure procurement and permissible uses match statute.

Legal and policy questions: Commissioners and the auditor asked Fogg to provide the statutes that authorize each permitted use; the court asked staff to follow up with written guidance about what each special fund can legally fund and whether interest earned on the funds may be used similarly.

Ending: Fogg said she would work with the auditor and county IT to produce a clearer list of allowable expenses to present alongside any capital or subscription requests; commissioners asked staff to be cautious and to obtain legal confirmation before reallocating funds or paying ongoing personnel costs from special‑fee balances.